Master Pay File report template

Overview

Use the Master Pay File report template to create reports on all paid activities including hourly pay, performance pay, and payroll adjustments. Each line in the report represents an employee’s gross pay item.

Example Master Pay File reports:

• See how many hours each employee worked per month

• Schedule email delivery of total payroll for each pay period

• Compare gross pay by business unit (BU)

Things to know

• Bonus and commission items appear in reports only if the job invoice is in Posted or Exported status.

• Master Pay File reports include paid activities for all employees including technicians and office employees.

  Note: The Office Timesheets feature requires account configuration. Please contact Technical Support for details.

• Paid non-job events are assigned business units (BUs) based on the BU of the technician unless a BU is set on that Timesheet Code’s Setting.

• If you’re unsure which columns you want to include in your report, use the Reporting Dictionary to search for appropriate data fields.

• You can use this template to create as many custom reports as you need. Each report created from the template is independent and can be run or scheduled without needing to recreate it from the original template.

• Depending on your account configuration, the Master Pay File may hide $0 items. This affects office-side reports only, technicians will still see every item in View Payroll on mobile. If you’re unsure about your setup, contact your Customer Success Manager (CSM).

Create a Master Pay File report

Follow the steps to create a custom report based on the Master Pay File template and select the columns to include in your report.

Note: If your account has Persistent Payroll enabled, you have the option to use the Master Pay File By Pay Period template.

The template has the following columns selected by default:

• Employee Name: Name of the technician or office employee

• Activity: Type of paid activity

• Date: Date of the paid activity

• Paid Duration: Duration  of the activity

• Reg Hours: Number of regular paid hours

• OT Hours: Number of overtime hours

• DT Hours: Number of double overtime hours

• Gross Pay: Dollar amount of the paid activity

• Customer Name: If the activity is tied to a job, the name of the customer

• Project Number: If the activity is tied to a job that is part of a project, the project number

• Zone: If the activity is tied to a job, the zone of the job

• Tax Zone: If the activity is tied to a job, the tax zone of the job

• Location Zip: If the activity is tied to a job, the ZIP code of the service location

• Location Name: If the activity is tied to a job, the name of the contact at the service location

• Location Address: If the activity is tied to a job, the service location address

• Labor Type: The labor type associated to the employee or technician

You can customize the report by selecting and deselecting columns.

Tip: Hover over the name of the column to see a short description.

Run a report

Before you run your report, set filters to focus your results:

1. Click the From - To field to select a date range to report on. You can:

   • Use the calendar to select a specific date range and then click Apply.
     

   • Use the left menu to select a preset date range:

     • Today: From 12:00 AM to the current time.

     • Yesterday: Previous day, from 12:00 AM to 11:59 PM.

     • This Week: From Monday through Sunday of the current week.

     • Week to Date: From Monday through the current date of the current week.

     • Last 7 Days: Previous seven days, including today.

     • Last 14 Days: Previous 14 days, including today.

     • Last 30 Days: Previous 30 days, including today.

     • Month to Date: From the first of the current month to the current day.

     • Last Month: Entire month before the current month. For example, if the date is February 5, the entire month of January.

     • Last 90 Days: Previous 90 days, including today.

     • This Quarter: Current quarter, including future dates. For example, if the date is April 25, from April 1 - June 30.

     • Last Quarter: Entire quarter before the current quarter. For example, if the date is April 25, from January 1 - March 31.

     • Quarter to Date: From the first day of the current quarter to the current day.

     • Year to Date: From January 1 of the current year to the current day.

     • Last 365 Days: Previous 365 days, including today.

     • Last Year: From January 1 of the previous year to December 31.

2. (Optional) From the Technician Business Unit dropdown, select the technician BUs you want to report on. By default, the report runs for all BUs. You can filter your report by business units or business unit categories:

   1. Click the dropdown to select individual BUs.
      

   2. To report on BU categories, click Filter , select the BU categories you want to include, and click Filter.
      

3. Use the Technicians dropdown to filter by individual technicians.
   

   Note: If you add BU filters, make sure the technicians you select are assigned to those BUs.

4. (Optional) From the Employee Business Unit dropdown, select the office employee BUs you want to report on. You can also report on BU categories by clicking Filter , selecting the BU categories you want to include, and clicking Filter.
   

5. Use the Employees dropdown to filter by individual office employees.
   

   Note: If you add BU filters, make sure the office employees you select are assigned to those BUs.

6. (Optional) Use the Filter for only dropdown if you want to report on only technicians or only office employees.
   

7. When you're done setting filters, click Run Report.

Read report results

Each line of the Master Pay File report represents a gross pay item based on the filters you set.

Understand paid activities

The Activity column of the Master Pay File report details the type of pay the employee is receiving:

• Labor pay activities: Activities paid by the hour, including driving, working, paid idle time, and paid non-job events
  Note: Non-job events are identified by their timesheet code.

• Performance pay activities: Bonus pay and commissions, including invoice specific bonuses

• Payroll adjustments: Direct adjustments or commission base adjustments

Group pay items by employee

To more easily review payroll, you can group pay items by employee and date:

1. Click and drag the Employee Name column header to the bar above the report results. The report automatically groups pay items by employee.
   

2. Click and drag the Date column header to the same bar.
   The report automatically groups pay items for each employee by date.

Update payroll data

If you have Persistent Payroll enabled, you can manually refresh Master Pay File reports for the most up-to-date data by clicking Refresh Payroll Data.

Note: Persistent Payroll requires account configuration. Please contact Technical Support for details.

Export Master Pay File reports

You can export Master Pay File reports that you can use with a third party payroll processor. After you run a report, click Export.

The Export Report window opens, where you can select the export format (XLSX or PDF) and exporting options (Export only aggregated data). When you’re done, click Export. 

The report downloads in your selected format to your computer. 

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